Automated Email → CRM Sync

A privacy-safe automation system that imports email lists into ActiveCampaign using a custom Python workflow.

This automation was built fully locally to stay GDPR-compliant — no cloud tools, no external processors.

Project Summary

Automated email ingestion from an external CSV source

Local processing for GDPR compliance

Duplicate filtering via persistent text file

Automatic contact creation in CRM

Automatic assignment to a specific list

Logging & monitoring for every run

Runs every 10 minutes

System Architecture

External CSV

Secure data source

Local Python Script

Privacy-first

Filtering Logic

Duplicate detection

CRM

API sync & logging

Key Challenges & Solutions

Privacy & Compliance

No online automation tools allowed.

Solution:
Fully local execution + local storage for state tracking.

Duplicate Handling

Persistent text file prevents re-sending old emails.

Solution:
Known emails tracked locally with efficient filtering.

API Reliability

Status logging + retry logic via recurring schedule.

Solution:
Continuous monitoring with automated recovery.

Technical Implementation

1. Downloading CSV Data

# Fetch CSV from secure endpoint
response = requests.get(CSV_URL)
csv_data = response.content.decode('utf-8')
reader = csv.DictReader(csv_data.splitlines())

2. Filtering New Emails

# Load known emails from local file
with open('known_emails.txt', 'r') as f:
    known_emails = set(f.read().splitlines())

# Filter only new contacts
new_contacts = [row for row in reader 
                if row['email'] not in known_emails]

3. Syncing to CRM

# Sync contact via API
contact_data = {
    "contact": {"email": email},
    "list": 10   # Auto-assign to list
}

response = requests.post(API_URL, json=contact_data)
log_result(email, response.status_code)

80%

Faster email processing

100%

GDPR-safe

Duplicates sent

10min

Automated sync interval

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